The Collection Level folder contains [[Share_Drive_Protocols#Contents|subfolders]] and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

The Collection Level folder contains [[Share_Drive_Protocols#Contents|subfolders]] and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

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====Admin====

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The collection number u0003_0000001 will be used as an example.

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===Admin===

* This folder must exist.

* This folder must exist.

*Must contain:

*Must contain:

** '''[[Collection_Information|u0003_0000001.xml]]'''

** '''[[Collection_Information|u0003_0000001.xml]]'''

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***If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows: u0003_0000001.1.xml, u0003_0000001.2.xml, etc.

**Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

**Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

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* If multiple Digital Collections spawn from the same Analog Collection, there can be more than one Collection Information XML file as follows:

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===Metadata===

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** u0003_0000001.1.xml

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** u0003_0000001.2.xml

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====Metadata====

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* This folder must exist.

* This folder must exist.

* Must contain:

* Must contain:

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**'''u0003_0000001.txt'''

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**'''u0003_0000001.m01.txt''' or '''u0002_0000001.m03.txt''' or '''u0008_0000001.m02.txt'''

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***This is tab-delimited text export of the original spreadsheet. (If this file was exported out of Excel as a tab-delimited txt file, you must open the file with Notepad ++ and do a Search and Replace to remove the quotation marks that have been inserted at each tab.)

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***Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number precedes the m0x value:

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***The source .xlsx spreadsheet should be moved to S:\Digital Projects\Administrative\collectionInfo\forMDlib\needsRemediation.

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**** example: '''u0002_0000001.1.m01.txt'''.

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**** check this file for: Diacritics, Quotes, UTF-8 encoding

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<blockquote>''If this is a large or ongoing collection, the tab-delimited text export should contain ONLY the metadata for the items currently being transported to storage. The text file itself should have a period and then a number to indicate which portion, or "batch", of the complete metadata this is. The first tab-delimited export would be named, for example, u0003_0000001.1.txt, and would contain the first 500 entries, for example. The second tab-delimited export, for items 501-1000, would be named u0003_0000001.2.txt, and so forth. Thus, only by collecting all these tab-delimited exports do we have a complete set of descriptive metadata for the collection items. For more on how to parse these "batches" out from the complete set of descriptive metadata, see [[Parsing Metadata]].''</blockquote>

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***see [https://intranet.lib.ua.edu/cataloging/metadata/SpreadsheetRegistry] for more information.

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**'''A MODS folder'''

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*'''A MODS folder'''

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*** This folder will contain all the MODS files created via Archivist Utility (see: [[Making MODS]]).

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** This folder will contain all the MODS files created via Archivist Utility (see: [[Making MODS]]).

Note: quality control tasks should have already have been performed by scanning technicians during the QC process, but it's a good idea to run the QC scripts again. It takes very little time and helps to catch any mistakes that might have gotten through.

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*Must contain:

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**Excel formatted version of the batch metadata.

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===Spot check all .xml, .txt, and .xlsx files===

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***example: '''u0002_0000001.1.m01.xlsx'''.

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* Check all such files for proper filenames and extensions.

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* Open all such files and look for anomalies and inconsistencies, misspellings, and missing data, etc.

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**Ideally, no additional fields such as "Notes" are in the Metadata file. "Notes" as such should be deleted or moved to the appropriate row in the log.txt file.

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*** Make sure the Format column in the Metadata file has not been altered to the Time format. If a tab delimited metadata file is opened via Excel (especially by right clicking the file and choosing to open in Excel), the format column if like: 3 p., 4 p., etc. Will get interpreted as 3:00 PM, 4:00 PM, etc. If then resaved as .txt, times will have been saved instead of page #s. The way around this is to have Excel open first, choose Open. Open your text file and while you are being interrogated by Excel about how to import, set the Format column as "Text".

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Obviously, if errors are found *after* text exports and MODS files are made, then the Excel file needs to be corrected and the text and MODS files remade.

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===Check all Folder names===

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*Make sure folders are named correctly and that there are no superfluous word concatenations to object level folders, etc.

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===Match Data across documents and folders===

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This table attempts to show how data in one of our documents/folders should match with data in another document/folder.

Checking Folders

The Collection Level folder contains subfolders and their content must adhere to certain specifications prior to the collection being considered ready to "ship" for online access and long term storage.

Other relevant documents saved as plain .txt (ANSI or UTF-8 without BOM preferred). If possible please incorporate any additional data into the log.txt file. For example, audio collections often have significant item-level notes that we want to retain. These plain text files can be saved with a ".notes.txt" extension - i.e. "u0008_0000001_0000001.notes.txt".

Metadata

This folder must exist.

Must contain:

u0003_0000001.m01.txt or u0002_0000001.m03.txt or u0008_0000001.m02.txt

Note the type of spreadsheet is echoed in the segment before the ".txt" -- if this is a batch file, the batch number precedes the m0x value:

This folder will contain all the MODS files created via Archivist Utility (see: Making MODS).

Scans

This folder must exist.

Must only contain:

Scans (tiffs/wavs) of non-compound objects and compound objects (inside respective subfolders). All other files types will not be retained. Temporary files and thumbs.db files do not have to be deleted since they will be removed upon transfer to Storage.